Supplementary Records Indexing and Imaging Services

The Vendor is required to provide supplementary record indexing services for the office.
- The total background surrounding the need to transferring microfilm to digital imaging conversion and image enhancement and indexing services can be broken down into mission, current operations, and classification of records:
•    Mission – the mission of the office is to maintain a perpetual, comprehensive set of public records consisting of all documents appropriately presented for recording; and make the public records easily accessible for viewing by any member of the public.
•    Records dated as early as the 1830’s will be available in their entirety for viewing by any member of this project
•    Current operations – the office is responsible for the records recorded with the office. Any information created or received by an office pursuant to law or in the transaction of public business is a local government record, regardless of whether it is a document, paper, letter, book, photograph, sound or video recording, microfilm, magnetic tape, electronic medium, or any other type of information recording medium.
•    This is an ongoing process that has been taking place for more than a decade.
•    Much, if not all our microfilm has already been imaged, as well as a large majority of our archived books.
•    However, since this is an ongoing process, digital images sometimes need further enhancements, further indexing requirements, and additional work to meet the needs of the office. 
•    Need to coordinate with the office to determine the best practices for retrieving images/indexes that are in our system needing further enhancements/index fields, etc.
•    The office has the discretion to transfer temporarily for the purpose of microfilming, conversion to electronic media, restoration, or other records management activities.
•    In order to fulfill the office records management obligation, the office has established programs for the efficient and cost-effective management of records of its offices.
- Security Storage and Handling
•    Generally, security includes safeguarding the source record, protecting the integrity of the information that it contains, protecting the confidentiality of the information, and providing a disaster recovery plan for the film digital data and images.
•    Procedure to assure each roll of film (or source record) is logged out and accounted for throughout the lifecycle of the process.
•    Procedure of the safety of the roll of film (or source record) in transit and in production during the process.
•    Procedure for protecting the integrity of the information contained in the roll of film (or source record).
•    Describe the procedures for transporting source records for off-site services (method, process and vehicles for transporting).
•    Backup and disaster recovery options.
•    Off-site and on-site options (pricing shall reflect both options).
•    Security requirements for personnel off-site and on-site.
•    Facility security.
•    A web-based tracking system shall be included for rolls of film (or source records) transporting through the process. 
- The ability to track the rolls of film (or source records) is paramount to the success of this project.
- Process quality assurance with respect to digitizing film.
- Quality assurance process shall contain at a minimum:
•    Source record handling,
•    Source record preparation,
•    Source record scanning,
•    Source record indexing,
•    Source record quality assurance, and
•    Random sampling of records converted or one hundred percent (100%) review. 
- Film Conversion & Image Enhancement
•    Provide a schematic of their conversion workflow.
•    Provide quality control and QA that is necessary to produce the best possible image without sacrificing accuracy or image integrity because of the varied media and age of some of the microfilm.
•    Full technology service and solutions provider.
•    Provide a high level of quality service and guaranteed minimal accuracy of ninety-nine-point ninety-five percent (99.95%) to ensure the offices records conversion plan is a smooth transition to new technology and an overall success.
- The conversion process shall operate at peak efficiency and produce precise images while providing the process for source record conversion.
- Image Enhancement
•    Straightened skewed and angled images,
•    Detection and removal of black borders,
•    Removal of unwanted lines in type text/forms,
•    Removal of random pixels in images (DE speckling),
•    Removal of shaded backgrounds,
•    Sharpen the edges of type characters (edge enhancements), and
•    Detect and resolve film Redox for final production image. 
- The records that represent the source for vendor-produced digital images may vary from task to task and from type of record to specific task. For this reason, a survey of the film/records shall be acceptable by vendor.
- Images shall print as legible document productions using commercially available off the shelf software.

- Contract Period/Term: 5 years
- Questions/Inquires Deadline: November 07, 2025